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Property Management Services for Landlords in Ontario

Essential Insights for Effective Property Oversight

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Home Property Management Services for Landlords in Ontario

Owning a rental property involves more than collecting monthly rent. Ontario landlords must market the unit, assess applicants fairly, document the tenancy, respond to repairs, maintain financial records, and follow the correct provincial procedures when issues arise.

Professional property management for landlords can reduce this day-to-day workload while helping owners keep their rentals organized and responsive. Big City Realty supports landlords across Toronto and the Greater Toronto Area with rental marketing, tenant placement, and property oversight tailored to the property and service agreement.

Landlord Responsibilities in Ontario

Most Ontario residential tenancies are governed by the Residential Tenancies Act (RTA), 2006. Although the requirements vary by property and tenancy, landlords are generally responsible for:

  • Providing & Maintaining a Suitable Rental: The unit must meet applicable health, safety, housing, and maintenance standards. Repair responsibilities do not disappear because a tenant knew about a problem before moving in.
  • Using the Correct Lease & Records: Most private residential tenancies require Ontario’s standard lease. Landlords should retain the signed lease, inspection records, notices, payment history, and relevant tenant communications.
  • Following Rent Rules: The timing, notice, and permitted amount of an increase depend on Ontario law and whether the unit is subject to the annual rent-increase guideline.
  • Respecting Tenant Privacy: Entry generally requires a lawful reason and the correct notice, except in circumstances where the Act permits entry without notice.
  • Screening Applicants Consistently: Application criteria must comply with the Ontario Human Rights Code. Landlords should use relevant financial and tenancy information without discriminating based on a protected ground.
  • Managing Deposits & Payments Correctly: Rent deposits have specific limits and permitted uses. Landlords should issue required receipts and keep an accurate record of rent collected.
  • Using the Proper Process for Disputes: A landlord cannot remove a tenant simply because a lease term ends or a disagreement occurs. The required notice and Landlord and Tenant Board process depend on the circumstances.

We provide general information, not legal advice. For a disputed tenancy, eviction application, or uncertainty about a required notice, consult the current Landlord and Tenant Board (LTB) forms and instructions and seek advice from a qualified Ontario lawyer or paralegal.

Benefits of Hiring a Property Management Company

The right manager does more than respond when something goes wrong. Effective property management services for landlords create a consistent system for leasing, communication, maintenance, and documentation.

  • Professional Tenant Screening: Applications can be reviewed using consistent criteria, income and employment verification, credit information, and appropriate references. The landlord still makes the final decision.
  • Rental Marketing & Leasing: Pricing guidance, listing preparation, photography, advertising, enquiries, and showings can be coordinated through one process, helping the property reach qualified applicants sooner.
  • Rent Collection: A manager can provide payment instructions, track receipts, follow up on missed payments, and maintain a clear rent ledger.
  • Tenant Communication: Tenants have a designated contact for questions, repair requests, and tenancy-related updates, reducing interruptions for the owner.
  • Maintenance Coordination: Repair requests can be assessed, documented, and assigned to appropriate trades, with owner approval handled according to the management agreement.
  • Property Inspections: Scheduled inspections can help document the property’s condition and identify maintenance concerns. Residential inspections must follow Ontario’s entry requirements.
  • Record Keeping: Organized leases, notices, invoices, inspection reports, and communications make it easier to monitor the tenancy and prepare information for an accountant or legal professional.
  • Assistance with Tenant Issues: A manager can document concerns, communicate with tenants, and help the landlord identify when legal or paralegal advice is needed. A property manager does not replace the Landlord and Tenant Board or guarantee an outcome.
  • Less Vacancy & Owner Workload: Prompt marketing, organized showings, and consistent tenant service can reduce avoidable delays and take recurring administration off the landlord’s schedule.

Our Property Management Services for Landlords

Rental Financial Management
Track rent payments, maintain monthly records, and coordinate approved property expenses so owners have a clearer view of rental activity.
Leasing and Documentation
Prepare the listing, manage enquiries and showings, organize application documents, and support completion of the appropriate Ontario lease.
Tenant Communication
Give tenants a consistent point of contact for routine questions, property updates, and repair requests while keeping the owner informed.
Professional Tenant Screening
Review applications using consistent criteria, verify supporting documents, and present qualified candidates for the landlord's final approval.
Maintenance and Inspections
Coordinate repairs, obtain quotations where required, and arrange property inspections in accordance with the management agreement and Ontario notice rules.
Rental Property Marketing
Position the rental using market-informed pricing, professional listing content, and promotion designed to reach suitable GTA tenants and reduce unnecessary vacancy.
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Property Management Costs

Our search services for tenants cost a month's worth of rent (plus HST). Regular property management service fees are as follows:

Houses
Ranges from 6 to 9% of monthly gross rent (paid monthly).
Condos
Up to 6% of monthly gross rent (paid monthly).

Frequently Asked Questions

Every applicant submits the Ontario standard lease application, government ID, recent pay stubs or employment letter, an Equifax or TransUnion credit report, and, where appropriate, landlord references. We verify employment directly, review the credit file, and present you with a shortlist; you make the final call.

On the first lease, there’s no cap; you set the market rent. After that, units first occupied for residential use before November 15, 2018, are subject to Ontario’s annual rent-increase guideline; units first occupied on or after that date are currently exempt. We’ll confirm where your property sits.

Yes. Since 2018, the Ontario Standard Lease (Form 2229) is mandatory for most residential tenancies. Side agreements that conflict with the Residential Tenancies Act are unenforceable. We prepare every lease on the standard form with appropriate RTA-compliant additional terms.

Realtors don’t conduct evictions, but we can guide you. Non-payment evictions in Ontario start with an N4 notice, then an L1 application to the Landlord and Tenant Board if the tenant doesn’t pay or move out. LTB wait times have improved but can still run months. We refer landlord-side paralegals when situations escalate.

No, and this trips up new landlords. In Ontario, you can collect one month’s rent as a deposit, which must be applied to the last month of the tenancy; it cannot be used for damages or cleaning. Damage deposits, pet deposits, and key deposits beyond the cost of replacement are not permitted under the RTA.

We’re primarily a leasing brokerage; our core service is finding, screening, and signing a qualified tenant, plus drafting a compliant lease. For ongoing management (rent collection, maintenance, inspections, turnovers), our property management division can assist with this at BCR Property Management Inc.